Outlook Rules - How to create rules in Outlook that automatically manage emails - Outlook tutorial

let me show you a way to automatically handle your emails it's called a rule now first of all before we do the rules let's say we set up some folders here so I'm gonna said before that it says from my boss to add a new folder I'm going to right click on my email address this is one way I know there's other ways to do a new folder and then we'll say new folder and we'll call that one from shredded again I'm gonna right click on my email address and I'll say new folder and I'll say from my boss now I have a folder that's called from my boss right obviously it's empty right now now I want that to be actually up here among my favorites because maybe that's a folder that we use all the time so I'm gonna right click where this is from my boss and I'll say show in favorites good now that's going to be up there right obviously right now that email that folder is empty however if I pick on an email from the inbox I could just drag it over into that folder let's say every time I got an email from this person but I mean I know it happens to be me right now but let's say I get an email from from this person it's gonna automatically put it into the folder called from my boss this is a great way to manage your emails these are called rules so let's see how we set up a rule now you right click on the email in question so I'm gonna right click on this email and I'll put in the word rules and then I'm gonna say create a rule when you do it this way it should inherit some things from that email good so I'm gonna say from that person and now you can also say the subject contains a certain word who was sent to now in a minute I'll show you some of the Advanced Options and you can go a lot further but right now I want to say if it's from that person we're gonna move it to a folder now in this case I'll say select at the folder and then I'll pick on the folder that's called from my boss so I'll click on OK now I'm gonna make it so that the emails that are already in the inbox are now going to be moved through the to the from my boss folder because of this rule so you set this up a clicking ok now it says run this rule now our message is already on the current folder so watch what's gonna happen I'm gonna click on OK this this email that says Tom the PC trainer that will be moved to the folder that's called from my boss and that's exactly what happened notice how it's not in the EEMA it's not in the inbox anymore now it's in the folder that's called from my boss and that has all the ones that were from that certain person so now let me show you how you go every time by the way you get an email from that person it'll automatically put that email into your inbox now let's go further with our rules let's find another example this time I'm gonna make a folder that's called Microsoft or I already have a full those called Microsoft over here and I'm gonna make that into my favorites so I'm gonna right click and I'll say show in favorites good so let's talk let's say every time I get an email from the that if it says office 365 in the or if it says Microsoft in the how about if it says office 365 in the title of the email I want that to move to the Microsoft folder so we'll make a new rule this time this time I'll show you the Advanced Options so in this case I'll pick on the Home tab and i put in the word rules and i'm going to say create a new role now this time I want to say Advanced Options okay now with the Advanced Options you can go a lot further with it so now you can do many many different things yeah so I can say where the name in the CC box is certain I sent only to me sent to Tom for Galilee all right in this case we're gonna say from and I could even you know click that to get a different email address but that would be fine if it's from Microsoft Office 365 support now you know I can choose many options here to get the exact ones that are looking for now I'll pick on next now once the email meets the criteria there's a lot more that you can do with it now because we're in the Advanced Options so I want to move it to a certain folder but I also am keep it in the inbox so you can choose to move it to that folder or copy it to the folder or to all these different things I'm going to say move a copy to the specified folder now when you're on the Advanced Options you have to make sure that you fill in the details down below so click on the words specified and I want that to go to the Microsoft folder so if it says the word if it says the word specified then here you would want to check that click it and then pick the proper folder or the proper item all right so good if it's from that person it's going to move to the Microsoft folder automatically now by the way I can pick more than one of these at the same time I just put them there word next and now you can even add exceptions so I can say except if this is true or if it's marked as important or any of these other exceptions but you can use those or you can skip this I'm gonna skip this and I'm gonna run the rule for the messages that are already in the inbox so what's gonna happen now is the one that says Microsoft Office 365 and any others that say Microsoft Office 365 there I moved to the Microsoft folder actually it's gonna be copied there so it'll keep it in the inbox and make a copy in the Microsoft folder as well so the way I did it I said move it so I'm gonna go ahead move a copy and now let's see if it worked if I go to the Microsoft folder now it has the emails that's a Microsoft Office on now okay so now anytime I get an email that meets this criteria it'll automatically move it to those folders or do whatever you do within the rules so there's two ways to set up your rules you can either right click on the email and then pick in the word rule and then pick on create role from there when you do it that way notice how it inherits some of the information from the email the other way to make a new role is I pick in there were at home and I took in the word rules there and then I said create role even that one picks up information from the current email and then I can say Advanced Options and then go a lot further with it I use this all the time to help you manage my emails now if you want to see the rules you already have then I will type in the home menu I'll pick in the word rules and then I'm gonna pick on the word manage rules and alerts and then you can see the ones that you've set up and then from there you can change them or delete them as you need to you